memoranda

Memoranda, the plural of memorandum, are concise written messages used within organizations to communicate information, decisions, policies, or instructions. Unlike letters to external recipients, memoranda are typically intended for internal audiences and focus on clarification and record-keeping. The term derives from Latin memorandum, something to be remembered, reflecting the document’s function as a record of agreed actions.

Purpose: memoranda are used to inform, recommend, or document decisions; to provide a formal record and to standardize internal communication. They aim to convey essential points clearly and efficiently, often serving as a basis for follow-up tasks.

Common types include internal memoranda, policy memoranda, legal memoranda, technical memoranda, and briefing memoranda. Each type adapts to its subject matter, but all share a focus on clarity, conciseness, and usefulness as an organizational record.

Structure and features: most memoranda begin with a heading including To, From, Date, and Subject; followed by a concise purpose or summary, then background, discussion, and conclusions or actions requested. They may reference attachments or enclosures and sometimes include a distribution list.

Differences from other documents: memoranda are generally more formal than casual emails but shorter and more targeted than reports. They are designed for internal audiences and often establish or memorialize decisions, policies, or assignments. In some organizations, formats and conventions are standardized to speed reading and archival.

Usage and context: memoranda are widely used in business, government, and academia. With electronic communication, templates and digital archives enhance consistency and retrieval for future reference.